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FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM April 13th , 2016 The formal meeting of the Fallbrook Pop Warner Board of Directors was called to order at 6:11pm by 1st Vice President of the Board Kerry Stavinoha held at Denny’s Restaurant. Members in Attendance: Erik Benitez Kerry Stavinoha Jason McBroom Tara Atwood
Members not Present Luis Capistran Allison Abbott Michael Jones
BOARD BUSINESS:
Position
Members in Attendance:
President 1st VP/ Player Agent Secretary Fundraising Coordinator
Position
Sharon Holt Alexa Muro James Jones Rolinda Mendez Laura Cherevchenko Members not Present
Corporate Sponsor Assistant Cheer Coordinator Cheer Coordinator
Zoe Caro Marcus Holt Vacant
Position Member-at-Large Little Scholars Equipment Manager CFO Member-at-Large Position Cheer Player Agent Web/Social Media Coaches Agent
Meeting minutes were approved as submitted at FPW BOD meeting 5-25-2016. Motioned by Erik Seconded by Rolinda.
President (Erik): -
Review / Approve last minutes meeting. Minutes were approved by Alexa seconded Laura from last meeting 3-23-16. Board Members o Jersey Design is in progress. $1000.00 deposit has been paid. Premier Athletics are also in process of designing our bling wear. o All coaches interviews have been completed and teams have head coaches o Shirts – All BOD will be provided new shirts. o Golf Cart will be transferred to Fallbrook Pop Warner and added to the insurance. o We need to have a solar panel installed at the trailers for a trickle charger to charge the golf cart. EB is in process of searching for donations to install solar and we are looking for a generator. o A policy will be needed to be added to our By-Laws for the golf cart. Over 18 only…. o Adding Laura Cherevchenko to the board or as a member at large position. o EB informed BOD that someone had left the gate unlocked at Potter. It was discussed and elected to replace all locks that are FPW at the trailers. Only current BOD will have keys. President and Equipment Manager. Direction was given to EB to purchase new locks.
Treasurer Update (Rolinda): -
-
2016 Budget (Posted online) FPW BOD Treasurer and Secretary will continue to work closely on formatting a profits and loss statement to be posted at meetings and on web site on going. Review Financial Statements
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM April 13th , 2016 o
-
Incoming At the meeting Kerry updated us that registration of tackle football players. o Outgoing Prioritize Bills Riddell (May) Balance of $2248.00 is still due from last year. James updated full payment of balance and a full payment for 2016 is due prior to equipment being returned. PAID 4-7-2016 NCSI (2) Rolinda is working out the past due balance with our vendor used to before background checks. CFO has proof of full payments in checks written out, vendor claims there is a past due balance of $380.00. PAID 4-7-2016 FUHSD (June) $2276.50 due for the fields and uses from last season. PAID 4-7-2016 Uniforms (April ) $1000.00 deposit is required to Premier Athletics to move forward on the seasons orders. DEPOSIT MADE 4-18-2016 Chamber of Commerce - $100.00 PAID Refunds back to players: McCormies, Wilson, Ballis PAID Hot Summer Nights sign ups and a non-profit submission application. Preparing for our first Palomar payment for 2016 season. Providing reimbursement for BOD monies spent. Purchase of stamps. What money will cheer need to pay out to FPW FB? o League fees, insurance share of cost, Coaches Shirts, Background Checks. Michael said he will need monies for cheer by end of May for their operating costs.
Cheer Coordinator (Mike): (was not present at 4-13-2016 meeting no update) -
Update on Competitive Sonrise Church sustained a roof collapse and Cheer will not be practicing at this location. Mike will still be working on providing monies for budget to CFO.
Coaches Agents (Erik): o o o
Player Safety Coach (PSC) will remain Erik Beneitz unless the BOD directs for someone else to be appointed. Activating the COACHES CORNER on the FPW Website for coaches to have rules, training. Head Coaches will be doing the PSC Clinic at the end of July and the Chargers Park training too.
Equipment Manager (James): -
Gear inventory Full payment has been made to Riddell. Current balance will only be for services this year. $1000.00 down payment has been applied to the 2016 Season.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM April 13th , 2016
Player Agent (Kerry) -
Players o Discussion of capping of teams sizes. Flag at 16 players and 28 players at other levels. Tackle football enrolled - 65 Cheer - 13 o Schedule open houses o Weigh in should be first Saturday in August for players. TBD o Peach Jar will be used at Bonsall Schools all 4 for recruiting. o Physical Dates June 4th 8:00-11:00 at Dr. Millers offices. Old Dr. Pace office. o Name changes will occur once teams have been finished. National Pop Warner level has been asked to change the names for Junior Midget and Midget levels to now be referred to as Junior Varsity and Varsity. FPW will use Junior Varsity and Unlimited as Palomar League uses Unlimited Division.
Secretary (Jason): o o o o o o
Review By-Laws to be pushed to the April meeting. Status of our non-profit was reviewed. 501c Discussed possibly having a tax preparer file this year. All 2016 insurance forms will be filed with Palomar in July. Current insurance expires 8-1-2016. Fields Use Application meeting will be held 4-27-2016 at FUHSD Main offices 3:30pm. Looking into retaining all previous year’s tax documents and creating a file for taxes, non-profit forms, charities.
Assistant Volunteer Coordinator (Allison): Not present at meeting.
Little Scholars (Alexa): o
At Palomar Meeting is was discussed how many players achieved the levels: 1st Team 5 2nd Team 97 3rd Team 78
Corporate Sponsor Rep (Luis): (was not present at meeting)
Web master (Marcus):
Pending sponsors letters and notices. Luis is still in progress.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM April 13th , 2016 Fundraising (Tara): o o o o o o o
An assistant to this position has stepped forward to offer her time to help with fundraising and baskets for fundraising. Laura Cherevchenko has been working with Tara Atwood and creating many new opportunities for FPW. Our support to their efforts will be a continued commitment. Fundraising has provided an excel spreadsheet for businesses they will be seeking for support. Looking forward to a VFW pasta night that will be HUGE. Raffles food and families. Laura is taking a look into a window decal that we will post on outside of businesses showing their continued support for FPW. Making the thank you banner for all sponsors. Thank You’s to be sent out to businesses donating waters for the Avocado Festival 4-17-2016 Albertsons, Major Market, Northgate and Happy Jug.
Next Meeting: To be held in the back room of Denny’s at 713 S. Main Street Fallbrook, Ca. 92028 on April 27th, 2016 at 6:00 pm.
Minutes respectively submitted by:
Jason M. McBroom Secretary, Fallbrook Pop Warner League, Inc.
Members not Present Luis Capistran Allison Abbott Michael Jones
BOARD BUSINESS:
Position
Members in Attendance:
President 1st VP/ Player Agent Secretary Fundraising Coordinator
Position
Sharon Holt Alexa Muro James Jones Rolinda Mendez Laura Cherevchenko Members not Present
Corporate Sponsor Assistant Cheer Coordinator Cheer Coordinator
Zoe Caro Marcus Holt Vacant
Position Member-at-Large Little Scholars Equipment Manager CFO Member-at-Large Position Cheer Player Agent Web/Social Media Coaches Agent
Meeting minutes were approved as submitted at FPW BOD meeting 5-25-2016. Motioned by Erik Seconded by Rolinda.
President (Erik): -
Review / Approve last minutes meeting. Minutes were approved by Alexa seconded Laura from last meeting 3-23-16. Board Members o Jersey Design is in progress. $1000.00 deposit has been paid. Premier Athletics are also in process of designing our bling wear. o All coaches interviews have been completed and teams have head coaches o Shirts – All BOD will be provided new shirts. o Golf Cart will be transferred to Fallbrook Pop Warner and added to the insurance. o We need to have a solar panel installed at the trailers for a trickle charger to charge the golf cart. EB is in process of searching for donations to install solar and we are looking for a generator. o A policy will be needed to be added to our By-Laws for the golf cart. Over 18 only…. o Adding Laura Cherevchenko to the board or as a member at large position. o EB informed BOD that someone had left the gate unlocked at Potter. It was discussed and elected to replace all locks that are FPW at the trailers. Only current BOD will have keys. President and Equipment Manager. Direction was given to EB to purchase new locks.
Treasurer Update (Rolinda): -
-
2016 Budget (Posted online) FPW BOD Treasurer and Secretary will continue to work closely on formatting a profits and loss statement to be posted at meetings and on web site on going. Review Financial Statements
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM April 13th , 2016 o
-
Incoming At the meeting Kerry updated us that registration of tackle football players. o Outgoing Prioritize Bills Riddell (May) Balance of $2248.00 is still due from last year. James updated full payment of balance and a full payment for 2016 is due prior to equipment being returned. PAID 4-7-2016 NCSI (2) Rolinda is working out the past due balance with our vendor used to before background checks. CFO has proof of full payments in checks written out, vendor claims there is a past due balance of $380.00. PAID 4-7-2016 FUHSD (June) $2276.50 due for the fields and uses from last season. PAID 4-7-2016 Uniforms (April ) $1000.00 deposit is required to Premier Athletics to move forward on the seasons orders. DEPOSIT MADE 4-18-2016 Chamber of Commerce - $100.00 PAID Refunds back to players: McCormies, Wilson, Ballis PAID Hot Summer Nights sign ups and a non-profit submission application. Preparing for our first Palomar payment for 2016 season. Providing reimbursement for BOD monies spent. Purchase of stamps. What money will cheer need to pay out to FPW FB? o League fees, insurance share of cost, Coaches Shirts, Background Checks. Michael said he will need monies for cheer by end of May for their operating costs.
Cheer Coordinator (Mike): (was not present at 4-13-2016 meeting no update) -
Update on Competitive Sonrise Church sustained a roof collapse and Cheer will not be practicing at this location. Mike will still be working on providing monies for budget to CFO.
Coaches Agents (Erik): o o o
Player Safety Coach (PSC) will remain Erik Beneitz unless the BOD directs for someone else to be appointed. Activating the COACHES CORNER on the FPW Website for coaches to have rules, training. Head Coaches will be doing the PSC Clinic at the end of July and the Chargers Park training too.
Equipment Manager (James): -
Gear inventory Full payment has been made to Riddell. Current balance will only be for services this year. $1000.00 down payment has been applied to the 2016 Season.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM April 13th , 2016
Player Agent (Kerry) -
Players o Discussion of capping of teams sizes. Flag at 16 players and 28 players at other levels. Tackle football enrolled - 65 Cheer - 13 o Schedule open houses o Weigh in should be first Saturday in August for players. TBD o Peach Jar will be used at Bonsall Schools all 4 for recruiting. o Physical Dates June 4th 8:00-11:00 at Dr. Millers offices. Old Dr. Pace office. o Name changes will occur once teams have been finished. National Pop Warner level has been asked to change the names for Junior Midget and Midget levels to now be referred to as Junior Varsity and Varsity. FPW will use Junior Varsity and Unlimited as Palomar League uses Unlimited Division.
Secretary (Jason): o o o o o o
Review By-Laws to be pushed to the April meeting. Status of our non-profit was reviewed. 501c Discussed possibly having a tax preparer file this year. All 2016 insurance forms will be filed with Palomar in July. Current insurance expires 8-1-2016. Fields Use Application meeting will be held 4-27-2016 at FUHSD Main offices 3:30pm. Looking into retaining all previous year’s tax documents and creating a file for taxes, non-profit forms, charities.
Assistant Volunteer Coordinator (Allison): Not present at meeting.
Little Scholars (Alexa): o
At Palomar Meeting is was discussed how many players achieved the levels: 1st Team 5 2nd Team 97 3rd Team 78
Corporate Sponsor Rep (Luis): (was not present at meeting)
Web master (Marcus):
Pending sponsors letters and notices. Luis is still in progress.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM April 13th , 2016 Fundraising (Tara): o o o o o o o
An assistant to this position has stepped forward to offer her time to help with fundraising and baskets for fundraising. Laura Cherevchenko has been working with Tara Atwood and creating many new opportunities for FPW. Our support to their efforts will be a continued commitment. Fundraising has provided an excel spreadsheet for businesses they will be seeking for support. Looking forward to a VFW pasta night that will be HUGE. Raffles food and families. Laura is taking a look into a window decal that we will post on outside of businesses showing their continued support for FPW. Making the thank you banner for all sponsors. Thank You’s to be sent out to businesses donating waters for the Avocado Festival 4-17-2016 Albertsons, Major Market, Northgate and Happy Jug.
Next Meeting: To be held in the back room of Denny’s at 713 S. Main Street Fallbrook, Ca. 92028 on April 27th, 2016 at 6:00 pm.
Minutes respectively submitted by:
Jason M. McBroom Secretary, Fallbrook Pop Warner League, Inc.
